Subtract Funds from your Customers / Sub-Resellers Account

The system allows you to Subtract funds from your Customers/Sub-Resellers Account. You may wish to do this incase you want to reduce the available balance of your Customer/Sub-Reseller. There are 2 types of transactions you may use to Subtract funds from your Customers/Sub-Resellers Account - Invoices and Debit Notes. You are advised to read up the Invoices section and Debit Notes section before you read this section.

First you need to decide whether you are going to use an Invoice or Debit Note for this purpose. The decision making criteria is quite simple -

If you wish to subtract funds from your Customer/Sub-Reseller for a specific Order in the system, then you have to use an Invoice.

If you wish to subtract Funds for any other reason other than an Order in the system, you should use a Debit Note.

Another important thing to note here is that by simply adding an Invoice or Debit Note the funds of your Customer/Sub-Reseller will not reduce. The Invoice or Debit Note will need to be balanced (paid for) in order to reduce the Funds (unless it is a Greedy Invoice or Debit Note). This is explained below.

Follow the steps below to Subtract Funds from a Customers/Sub-Resellers Account:

In the Menu, point to Customers / Sub-Resellers -> Billing and click Add Debit Note/Add Invoice.

For a Debit Note, provide the Email Address of the Customer/Sub-Reseller, from whose Debit Account Balance you wish to subtract funds from. In case of an Invoice, you will have to provide the Order Id of the Order for which you wish to add an Invoice.

The next page for verification purposes will show you the details of the Customer/Sub-Reseller for which you are Adding an Invoice/Debit Note. Incase of an Invoice you will also see the Order details.

Fill in the amount you want to Debit to this Customer/Sub-Reseller. This is the main field that will be used to add funds to the Customer/Sub-Reseller. The remaining fields are chiefly information fields. In case your Selling Currency and Accounting Currency are different, you will have to enter both the values along with a Conversion rate. If you have chosen to allow the System to maintain your Conversion Rate, this box will be pre-filled for you. You may choose to modify the conversion rate incase you require it to be different. The important aspect to note is that we actually perform a calculation by multiplying the Selling Currency Amount with the Conversion rate and comparing with the Accounting Currency Amount to ensure that you make no mistakes in the entry. If these 3 values do not match we will not allow the transaction.

Note

Upto 2 decimal places are permitted for any of these fields except the Currency Conversion field (this would appear only if your Selling Currency differs from your Accounting Currency), which can handle upto 5 decimal places.

A Debit Note may be raised for your Sub-Reseller or Customer for the following reasons:

Miscellaneous Sale: To recover payment for any sales that you have made to a particular Sub-Reseller or Customer that does not have any associated Order in the system. If the Order exists in the system, then you could simply raise an Invoice for your Sub-Reseller or Customer.

For example, if you want to recover payment for Web Designing Services from a particular Customer for the domain name some-name.com, you could raise a Debit Note under type Miscellaneous Sale.

Miscellaneous Charges: To recover payment for any charge that you want to levy on a particular Sub-Reseller or Customer that does not constitute a Sale.

For example, if you want to charge your Customer Sales Tax for some sale, you could do this by raising a Debit Note for this Customer under the type Miscellaneous Charges.

Refund: To process a manual Refund for a Sub-Reseller or Customer, you could raise a Debit Note under this transaction type and settling the same against their Current Debit Account Balance. Once done, you will have to physically send across this Refunded amount to them.

However, you should ideally ask your Sub-Reseller or Customer to request for a refund from their own Control Panel from the My Billing -> Withdraw Funds.

Chargeback: To record a Chargeback that you may have received for any online or offline payment.

For example, if a particular Sub-Reseller's Check bounced, you could add a Debit Note for the same with this type.

Mention an appropriate Description for the Invoice/Debit Note that will make identifying the reason for this charge ample clear to both yourself and your Sub-Reseller/Customer.

Note

In case of a manually raised Invoice/Debit Note, the description of the Invoice/Debit Note may be modified at a later stage as mentioned below:

You may select the Date when this Invoice/Debit Note should be raised.

Mention appropriate Payment Reminder Days (after the Transaction Date) to let the system automatically send Payment Reminders to your Customers/Sub-Resellers for due payments. If you do not wish the system to remind your Customers/Sub-Resellers about pending payments, leave this box as blank.

A Transaction Key is a per transaction unique set of characters or numbers or any word that would easily allow you to differentiate every instance of a manually raised Invoice or Debit Note. This key ensures that you do not add the same transaction twice into the system.

Note

If you enter the same Transaction Key in multiple transactions, then you will receive an error message. You need to do the following when you encounter this error:

Depending upon whether you are subtracting funds from your Customer or Sub-Reseller, you need to point to the Customers / Sub-Resellers menu and click Search.

Click the List Transactions button to review if these funds have already been debited to your Customer/Sub-Reseller. You may also perform an advanced search by clicking the Advanced Search button on the top of this page.

Now,

if these funds have been already subtracted from your Customer/Sub-Reseller's Debit Account Balance, then you should not proceed subtracting these funds again.

if you can not locate a transaction of the same amount and date as the one you are subtracting at present, then this Transaction must be unique but the Transaction Key you are mentioning has already been associated to a previous transaction.

In this case, you should press your Web Browser's Back button and continue this transaction with another Transaction Key.

You may choose to make both Invoices as well as Debit Notes Greedy. A Greedy Invoice/Debit Note gets automatically settled,

if there are Funds available in your Customer/Sub-Reseller's Debit Account, or

when your Customer/Sub-Reseller adds Funds in his Debit Account, or

at the time your Customer/Sub-Reseller starts paying for another Invoice/Debit Note, he is prompted to also pay for any Greedy Invoice or Debit Note.

Any Invoice/Debit Note which has been raised as a Greedy one, would get displayed in the List of Transactions with "(Greedy)" being displayed in the Transaction Type.

In case of a Debit Note you may choose to deduct this amount from the Total Receipts figure for that Customer/Sub-Reseller.

Once you finish filling the details and move onwards you will be displayed a Confirmation page with all Customer details and Transaction details for one final confirmation before adding the Invoice/Debit Note.

Clicking Confirm Transaction will result in the addition of the Invoice/Debit Note.

Note

If you chose to make an Invoice/Debit Note Greedy, then (as explained before) it would get settled depending upon whether the Customer/Sub-Reseller has funds in their Debit Account.

If you did not choose to make the Invoice/Debit Note Greedy, then you would need to settle the Invoice/Debit Note to deduct this amount from your Customer/Sub-Reseller's account. This is done by Paying for the Invoice/Debit Note.

Once an Invoice/Debit Note is added our system will automatically take care of reminders and other Payment Collection features.

Search for the Receipt/Credit Note for which you have received a Chargeback or wish to Refund, from the Customers / Sub-Resellers -> Billing -> Search Transactions.

Click the Description link of the Receipt/Credit Note to view its details.

Select either Chargeback or Refund in the dropdown on the top of the page and click the Go button.

You will be taken to the Subtract Funds page, where the system would prefill the Amount, Debit Note Type, Description from the details available in the Receipt/Credit Note. We recommend that you modify the Description to indicate to your Customer/Sub-Reseller the purpose of subtracting Funds from his/her account.

Fill in all the relevant values as per the instructions provided above and click the Submit button.